How to store your old and new media

Note: Information provided below covers basic consumer questions. It does not provide in-depth
details on more stringent practices we would provide to our corporate clients with media archives.

First, some thoughts on the digital age....
Past generations of audiovisual media have had a unique, robust quality that helped enable its
longevity. Decay of older media formats was slow. Damage to media most often meant repair
or removal of the damaged portion, or just playing through to the undamaged portion. Since old
media formats were tangible objects, they were not as easily lost or misplaced.

With the growing push to convert old analog media to digital formats and new media originated
in digital format, more and more media now rests in the digital age. Digital media is easier to
play, view and share. It is not prone to typical analog deterioration. With these convenient
benefits we must be mindful to the fragility of digital media. As technology advances, hard
drives get bigger and less expensive allowing for more data to be stored in the same place,
more of which can be lost in the blink of an eye. Files can be easily be overwritten, changed,
reformatted or erased with a simple error of a mouse-click or intrusion of a computer virus.
Files are lost in cyberspace much easier than their "hardcopy" tangible predecessors. Digital
disk media varies greatly in quality and reliability from manufacturer to manufacturer and can
be easily scratched, cracked, improperly handled or mislabeled, rendering the entire disk (not
just the damaged portion) unplayable.

We are presented with the possibility of loosing more media history in the short period
of our current generation, than has been lost with the slow decay of 100+ years of media
history on more tangible, robust, formats of the past. Proper planning, conversion,
backup, storage and migration are the keys to preserving new media in this digital age.

How do I store my media until I'm ready to transfer it?
First, inspect your media collection. Movie film, slide/transparency films and some audiotape
can take on "Vinegar Syndrome", most often identified by a faint to strong, vinegar odor. Film,
photos, slides, analog disk recordings, videotape and audiotape can all be contaminated by
fungus (including mold and mildew). Videotape and audiotape can take on too much moisture
which can break down the tape through hydrolysis ("sticky tape syndrome"). Another serious
tape breakdown is flaking. If you find any of the above issues, call us immediately to have us
examine your media. Some fungus types can be very hazardous to your health.

Remove any media stored in an attic, garage or floor below ground level. Store your media
where temperature and humidity swings are the least. Media should be allowed to breathe. Do
not store your media in zip-lock bags, Tupperware tubs, metal film tins or other air-tight
containers. Keep magnetic media such as videotape, audiotape and magnetic stripped sound
movie film away from electronic devices such as TV's, stereo equipment, power outlets or
speakers. Videotape and audiotape should be stored upright, standing on end. Do not rewind
video or audiotape after use, keep it in the "tails out" position. Film and photographic materials
should be stored in a dark environment to keep them from fading. Always wash your hands
first before handling slides or photos. Photographs should not come in contact with acid based
paper or strong smelling clear plastic covers such as PVC, both found in many inexpensive
photo albums. If you own audio disk recordings, store them upright with support on both ends
so that they will not warp. Do not expose very old records to any liquid or cleaning solutions,
they can be damaged when they come in contact with liquid. If you would like more
information on proper storage conditions for a specific media, please contact us.

How do I organize my media prior to transfer?
Have as much detail possible noted on your media. Titles, dates, and subject matter of each
piece help us to organize your media transfer. Put your media in the order you want to see it
after transfer. If you write on the back of a photo, lightly use a graphite pencil. Photos and
slides should all be numbered in the order you want them scanned. We very strongly urge
you not to run movie film, videotapes or audiotapes to identify them. An old playback
unit or playing media that is deteriorating can cause irreversible damage and render
your media unable to be transferred. If you are unsure of the date or subject matter, it can
be labeled after transfer.

If I'm shipping my media to you, do you have any recommendations?
For items shipped inside the US, we only suggest UPS of Fed-Ex. We have had items
delayed or lost in the US Mail. We suggest standard overnight or two-day delivery. The less
time your package is spent in transit, the fewer things can happen. All items should be
enclosed in water resistant packaging such as Zip-lock bags to protect from moisture or
humidity. Provide plenty of cushioning for all media, and at least four inches between the
media and the outside of the box for any magnetic-striped sound movie film, audiotape or
videotape to help guard against outside magnetic fields. We discourage against packing
peanuts as they can build up and release a static charge during shipment. Make sure you get
a tracking number for your shipment. (for items shipped inside the US, we suggest checking
with your carrier first to insure there has not been recent modifications to any scanning
devices which could potentially harm magnetically recorded media. Items shipped from
outside the US require special shipping and handling steps not outlined in this brief summary)

What do I do with my old media after it is transferred?
We highly recommend keeping your old media for as long as possible. This is especially true
if you might have future plans to use some of your media for a special purpose and you may
require a different format. We are happy to give you guidance on the proper storage conditions
for your type of original media. For our consumer clients, if you insist on not storing your
original media, at the very least, continue to store your old media until you have had the
chance to review your new converted media to insure that everything has been transferred to
your satisfaction and ONLY if you have had proper backup media made.

After my material is transferred, how do I store my digital media?
Store any digital media disks (CD or DVD) vertically in the cases we provide. We highly
recommend that you have us make a backup disk for each master disk produced as a simple
scratch can render disk media unplayable. If you request backup disk media in envelopes,
store them in proper archival cardboard or plastic media storage cases. Store backup media in
a different location than the master, preferably in a different building. Store all digital disk
media away from direct sunlight as UV rays can break down the recorded dye layers of digital
media disks. Do not label your digital media disk with adhesive labels or permanent markers.
Both cause problems down the road. If you have to, any additional labeling should be made
with markers expressly made for this purpose. Take care in handling your disk media. Never
touch the underside where the data is read from. Avoid cleaning disk media unless you know
what you're doing and do not stress/flex the disk when removing it from the case.

If you are storing your media in digital file format on computer hard drive, make sure to back
up these files to another drive or other storage media. Insure that the backup method (and any
disk maintenance software) does not compress or alter the original files. If your redundant
backup is another drive, it is best to power down the second drive and disconnect it from your
network when not in use. Rotate the drives every 6-8 months. Insure that your network is
safeguarded from computer viruses. A UPS will help protect you from some power issues that
can damage your computer and backup drive, but it is not a safe-guard for a direct lightning
strike or brown-out. If you leave town, disconnect your backup drive and move it off site. Avoid
using "USB powered" drives. They can loose data if not "spun-up" regularly. These are the
basics to proper drive backup. All of the details and methods are too numerous to outline here.
Consult with us to review your best options based on your individual needs and budget.

How long will my digital media last?
Since writable disk media has only been around since the mid 1990's, no-one knows for sure!
Experts and manufacturers all have different opinions. Much will depend on how you label,
store and handle your disk media. It's also important to insure that the disk media is
manufactured by a reliable source. These days, a reliable name may not really be so reliable.
Even the well-known manufacturers can subcontract out disk production. Fake disks or rip-offs
are commonly imported from China and distributed by large national chains without knowing
the media is counterfeit. Without special programs made to find the true manufacturing
source, even professional conversion companies quite often use disks that are inferior. In
general, when using a disk that is produced by our company with proper storage and handling
conditions as outlined above, CD-R disks have a conservative estimated lifespan of 6+ years
and DVD-R media of 15+ years. Very conservative consumer clients will elect to have either a
new redundant disk media backup made every five to six years and rotate the oldest backup
out or store the same files on a different storage medium such as computer hard drive.
Corporate client needs will be more stringent and vary widely. Each media library should be
assessed and addressed on an individual, case by case basis.

Media Transfer Service, LLC. Rochester, NY . Phone: 585-248-4908 . Email: mtsinfo@rochester.rr.com